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Emergency preparedness
Guide on Emergency and Disaster Control
Terms of Reference
Mandate:
To advise and assist in the development and implementation of operational strategies and plans: to foster the prevention of foreseeable disasters; to minimize potential damage to records following a disaster; to restore records and facilities damaged by the disaster incident; and to increase staff's preparedness to respond to any situation quickly and effectively.
Objectives:
To safeguard records and facilities; to protect the lives of visitors and staff in a disaster situation; and to ensure prompt continuation of operations following a major disaster.
Specific Responsibilities:
- Identify human and financial resource needs to support the contingency planning framework;
- Identify training needs;
- Develop training plans;
- Foster awareness of contingency plan requirements among staff;
- Approve schedule for preventive emergency measures (e.g. mock disasters);
- Assist in the periodic testing and monitoring of preventive emergency measures;
- Advise and assist the Director, Disaster Control Organization to plan, organize and direct all readiness, response and recovery activities;
- Approve policy and procedures proposed by members;
- Discuss new developments in contingency planning;
- Assist in designing and implementing plans to exercise the requirements in the Guide;
- Represent departmental views respecting emergency and disaster control;
- Review disaster strategies and plans including those developed at the responsibility centre level;
- Review status of recommendations arising from incident reports;
- Manage the disaster control measures from inception to stabilization;
- Participate in post-mortem analyses following a disaster and recommend corrective action; and
- Prepare comprehensive reports to Senior Management for each disaster situation.
Reporting Structure:
The organization reports to the National Archivist and to the National Librarian.
Membership:
Frequency of Meetings:
Meetings shall be held quarterly, or at the call of the Chair.
Minutes:
Minutes will be distributed, by the Administrator, to members of the Organization and to the National Archivist and the National Librarian and to the Director General, Management Services Branch.
Amendments:
The Terms of Reference of the Committee, once approved, may be amended by the Director, Disaster Control Organization.
Accountability
The Government Security Policy, approved in June 1986, assigns to deputy heads accountability for safeguarding information and other assets under their control. The policy holds deputy heads of departments accountable for the implementation of the policy, including contingency planning and disaster recovery measures as detailed in Electronic Data Processing Security Standard and Practices for Departments and Agencies of the Government of Canada. Also, under the Emergency Preparedness Act, all departments are required to ensure that sufficient consideration has been given to contingency planning and disaster recovery and to exercising or testing plans.
